Loading...
HomeMy WebLinkAbout2015-10-08 ad Hoc - Library Building Committee MinutesN OFRp _ C. =1 J639� iNCOao °��c Town of Reading Meeting Minutes Board - Committee - Commission - Council: Date: 2015 -10 -08 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: i ECEIVED TOWN CLARK READING. MA SS. Ad Hoc Library Building Comm -ittJ 0 P 4' 01 ' Time: 7:00 PM Location: Conference Room Session: Chairman David Hutchinson, Vice Chairman Rachel Baumgartner, Bob Newton, Cherrie Dubois, Jane Kinsella, Marc Moll Members - Not Present: Greg Stepler, and Nancy Twomey Others Present: Town Manager Bob LeLacheur, Library Director Ruth Urell, Library Trustees Vicky Yablonsky and Alice Collins, Facilities Director Joe Huggins, Project Manager Bob Labrecque, Executive Assistant Paula Schena Minutes Respectfully Submitted By: Secretary Topics of Discussion: Approval of Minutes A motion by Baumgartner seconded by Dubois to approve the minutes of September 10, 2015 as amended was approved by a vote of 6 -0 -0. Discussion /Action Items Project Activity and Timeline Update - Bob Labrecque gave a budget update. He noted that Change Order #5 in the amount of $199,915.57 for Delphi was approved at the last meeting and brings the construction contingency to $999,444.86. The construction contingency also includes reallocations approved by the Town Manager from administrative cost line items. The total contingencies including the owner's contingency of $414,018.25 is a combined total of $1.413 million. The Town Manager noted that he authorized reallocation from utility back charges to construction testing in the amount of $10,000 and administration expenses to builders risk insurance in the amount of $16,000. Bob Labrecque noted that the reallocations were as directed by the Town Manager. The builders risk expires in early May so we added $16,000 to cover the extra time. David Hutchinson asked if there is anything left in the construction contingency if it can be used for soft costs and Bob Labrecque answered yes if it is available. Bob Labrecque reviewed the items in Change Order #6. The open changes were also discussed as follows; brick work for the chimney rebuild which came in less than $20,000. Rachel Baumgartner asked if the chimney work is done and it was noted that the work is done but the numbers are not yet finalized. Bob Labrecque noted that the siren was not needed so it is being removed and we are anticipating $1,500 for the removal. The brick work in a section of the north and east wall is being rebuilt due to large voids in a 12 foot Page 1 1 Ad Hoc Library Building Committee Minutes - October 8, 2015 - Daae 2 section at the building corner as originally built. Water got in and deteriorated the backup brick so they have to rebuild a larger portion of wall than anticipated. In addition, they are increasing the roof crickets behind the turret spires and replacing rotted turret framing trim bands. Cutting back the foundation stones at the existing building. There are also additional masonry infills as the drawing showed one size and it was actually bigger. Bob Labrecque noted that the porte cochere architectural quote of $97,450.18 is the lions' share of the rebuild of trim and wood columns and the roof. That number pricing is anticipated to come down after negations. The original estimate for the complete rebuild /replication was $200,000 and we are at $212,000 right now with the contractors pricing which is under review. Lobby revisions include work in the east turrets and were not included in the original design. Marc Moll asked if it is an upgrade if it was not in the plan and Bob Labrecque noted that is correct. He also noted that the ceramic tile pavers in the pre- function cafe are the biggest expense included in proposal request #17. They are also planning on revised grading at the northeast corner and floor leveling subflooring at various areas. Marc Moll asked if the offsets were close to the contingency and Bob Labrecque noted the credits are relatively small and we are anticipating spending our construction contingencies remaining balance. David Hutchinson asked about the Middlesex curbing. Bob Labrecque noted that after the curb cuts were made they noticed some curb cracks in some other areas. The cost could be $5,000 - $10,000, a detailed estimate needs to be done. Rachel Baumgartner indicated she did not agree that the sidewalks and curbing on Middlesex Avenue and School Street be included in the Library building project, but should be a DPW job. Bob Labrecque noted it should not because it is onsite. The Town Manager noted that the Town has paid for many things from the Town budget already. Bob Newton noted it was an unforeseen condition. Ruth Urell noted that the contractors demolished more drywall in the Teen Room then they were supposed to so they should be crediting us. Bob Labrecque noted she is correct; the contractor has a responsibility to rebuild that wall at their cost. David Hutchinson asked if the site work will be pushed if we continue to get good weather and Bob Labrecque noted it will. Furniture - Ruth Urell noted she met last week about the furniture and they are sensitive to the budget. They are getting down to the simpler and more uniform furniture. They will meet on shelving and fixtures and they expect a presentation in mid - November. Technolociv - Bob Labrecque noted that he and Joe Huggins met with Kevin Furilla and they are working through proposals. They will run on the new controller at the temp space and they are waiting on the audio visual. Circulation - Ruth Urell noted there will be five self check stations. They are looking at updating work stations and the exterior book drop and auto handling. The total cost is approximately $290,000 to $323,000 depending on which vendor we choose. David Hutchinson asked when the order will be placed and Bob Labrecque noted in December or January. Ruth Urell noted some need to be custom made. Rachel Baumgartner asked how much lead time is need for the furnishings and Bob Labrecque noted three to four months. He forecasts the site work to be complete in May. Marc Moll asked if the committee has considered donations by sponsorship. Vicky Yablonsky noted the committee has talked about that and the Library Trustees are setting Page 1 2 Ad Hoc Library Building Committee Minutes - October 8 2015 - Aage 3 up a committee to ask for big donors. They will get going the later part of the year. We need to decide what we are raising money for. Marc Moll noted that technology and furniture is a huge donation. David Hutchinson noted that the goal of fundraising is upgrades not to cover shortfalls. Marc Moll noted that Microsoft has a big library program. Rachel Baumgartner asked if the wall planter is on the south side of the deck garden and Ruth Urell noted it is not - that was an alternate. She has a commitment from a resident to do a children's garden. Ruth Urell noted that the architects had talked about making the west turret library space for a high top computer area. There are opportunities to make improvements and she asked if DPW will do the work. Joe Huggins noted they will not. It is too much money ($40,000) for a 9 foot diameter room. Ruth Urell noted if we don't have that then it lessens the use of the room and she would like to talk about it. Joe Huggins noted that it was talked about and was taken off the list because it is too small. We have limited storage in the attic so he plans on using that for storage with a door on it. Cherrie Dubois asked if it will be air condition and Joe Huggins noted it will not - that would cost $10,000 - $12,000 and the windows are bricked up now. Vicky Yablonsky asked what will be stored there and Joe Huggins noted filters, attic stock, building items, extra tiles, etc. Alice Collins noted that any decision on library space should be made by the committee. We should have talked about blocking the windows. Joe Huggins noted that we are not changing the design; that is how it was designed. Ruth Urell noted that the space under the turret is less useful to the public. Bob Labrecque noted that windows and associated work are expensive at $8,000 to $10,000. Rachel Baumgartner asked when we can see the site and Bob Labrecque noted the site is very busy right now and it would be more appropriate later in the year. A motion by Newton seconded by Moll to adjourn the meeting at 8.40 P.m. was approved by a vote of 6 -0 -0. Respectfully submitted, Secretary Page 1 3